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Quality of Care Report – Jan 2024

In order to maintain our high standard of service and to compile evidence to complete our Quality of Care Report we have used the following:

  • Feedback from parents at drop off and pick up
  • Comments on our Face book page
  • Reviews on our website @
  • Messages on our social media pages and WhatsApp
  • ‘Thank you’ gifts and cards
  • Feedback from children during circle time
  • Children’s daily diaries (online parent child app)
  • Local community comments
  • Professional Links with local authority
  • Monthly staff meetings
  • Staff appraisals
  • Parents evenings / gatherings
  • Annual family sports day

Our aim is to create a very homely, relaxed and friendly environment where we continue as an ‘extended family’ run nursery.   We provide care and support that develops warm and positive relationships to promote security, self esteem and confidence. 

We always strive to improve our service according to feedback, demand and current changes.  Moving with the times and parent feedback, the way forward for acknowledgement, advertising and promoting is on our social media pages and website. We work closely with other professionals and ensure that there is strong partnership working to ensure the best care within the nursery.

We support parents as the child’s primary carer and first educator through mutual respect and understanding.   Staff members and parents have the opportunity to share information about the children’s care, development and educational activities on a daily basis during drop off and pick up.  They can also make an appointment to talk in private if required.

We continue to familiarise the children with our local community, taking them on walks along the Millennium Coastal path, to the train station to watch the trains come in and to the beach. The children also enjoy regular visits to Llanelli library where we take part in story telling, puppet shows and lots more. We often utilise a local field which is on our doorstep, approximately 100 yards from the nursery, to enjoy group outdoor activities.

Since going partially paperless last year, we now keep parents informed about their child’s day at nursery through using a parent /child app as opposed to paper daily diaries, which parents and carers can download onto mobile phones and androids. We believe that parents should know as much about their child’s day at nursery as possible. Our staff endeavour to inform parents of their child’s activities and achievements throughout the day by sending updates / photographs via a WhatsApp group chat dedicated to their child. 

At the end of each session, daily diaries will be sent out to parents via email including details such as meals, snacks, toileting, nap times, bottles (if any) and activities they’ve taken part in throughout the day. Our parents have loved the app and found it easy to use, we have continued to receive nothing but positive feedback which is great.

We are registered to provide the Childcare Offer for Wales. This enables us to provide 3 to 4 year olds with up to 30 hours of free childcare per week. We are also part of the ‘designed to smile’ initiative which was launched back in 2009. With the consent of parents, all 2 year olds attending Toptotz will have the opportunity to brush their teeth each morning under direct supervision. Whilst this is seen too be a fun, social activity with friends, it also encourages good oral hygiene and has been proven to effectively reduce levels of tooth decay in children.

In relation to the welsh language, more than half of our staff members have ‘duo lingo’ downloaded and are learning new phrases, words and sentences daily. 2 of our staff members are fluent welsh speakers, with the rest being able to speak some. This will hopefully increase through attending more courses, keep progressing on apps such as ‘duo lingo’ and utilising elements of the ‘Active Offer’.

The children at Toptotz continue to absolutely love our outdoor play area which incorporates a baby pen with a UPV sun protected shelter. The garden is also equipped with artificial grass, fencing with activity boards and a permanent tee-pee structure to encourage lots of different role play activities.

Our older children in particular continue to utilise our bright and airy conservatory including wide sliding doors which allows the feel of a flowing indoor/outdoor classroom. The children can use this facility for messy play, sand and water play in a clean, bright environment whilst inside but feeling like outside with our new shelter off the conservatory covering us from the elements.

Our driveway which incorporates a driving track and zebra crossing has been a great success as it enables the children to practice their gross motor skills on our new trikes whilst learning the green cross code.

Hopscotch is also painted on the driveway to encourage physical activity whilst learning number recognition in a fun and energetic way.

Here at Toptotz we are still sponsoring our guide dog, Millie. We donate £10 per month for Millie and we get progress reports and updates which we share with the children and parents. Parents can also join the social media platform to follow Millie and see how she is getting on with her new owner.

Scarlets is the heart of our Rugby Team in Llanelli and we are proud to sponsor Joe Roberts for another year who plays for Scarlets. We love to go to the games and support the team and also share the news with our parents. Lots of our parents also love the Scarlets and show their support by attending the games using our free x12 tickets. We send a competition message out to all parents who then get drawn out of a hat in order to win the freebies! We look forward to inviting Joe and some colleagues to help us out during our annual sports day.

We are collaborated with St Elli Bay Bistro to offer our new parents who leave their children with us for a settling session a complimentary drink.

This has proved to be very successful and the feedback we have received has been positive. St Elli Bay staff are very accommodating when we take the children on our beach walks by offering refreshments and toilet facilities.

We continue to hold nursery day trips for the children in our care, this year we have enjoyed walks down Pembrey country park, pumpkin picking over the Gower and a visit to see Santa in Llanelli town centre. We have a new link with a local residential care home ‘Y Plas Felinfoel’, the children have loved visiting the elderly residents, singing to them and putting a smile on all of their faces. It’s been fantastic and a heart-warming way to positively bring the community together. We regularly take a number of non-perishable food items to a local food bank nearby Toptotz, using staff and family contributions which the Antioch centre (charity funded)  are extremely grateful for.


Targets for the next 12months:

  • Aim to be completely paperless if possible by 2025 (make use of our app for registers and all admin purposes).
  • Arrange more parent social events for fundraising e.g. Curry evenings, family BBQ’s, trips away.
  • Continue our partnership with Llanelli Library, Y Plas, Antioch Centre, Scarlets, St Elli’s Bay and local authorities.
  • Add more planters into our driveway area in readiness for summer 2025, for children to explore wildlife and plant own flowers and plants.
  • Improve staff use of the Welsh Language further by enrolling on more Welsh language courses and promoting the ‘ACTIVE OFFER’.
  • Raise money for a new Tomi-bus which we use on a daily/weekly basis, through fundraising events mentioned above.
  • Become more familiar with our local PSCO’s and arrange more visits.
  • Fill our PM sessions so we are completely fully booked (currently full every AM session with 29 children booked in daily).
  • Strive to be the Best!!
Admissions Policy

The aim of Toptotz Day Nursery is to offer early years care and education to children from 0 to school age.

Toptotz welcomes every child who is within the required age range, whatever his/her needs, colour, race, religion, social class or family situation.

Upon commencement the parent is required to complete a contract which agrees to adhere to the nursery policies which is also approved by the Manager.

We require information about your child’s personal needs and details, such as, medical history, allergies, and emergency contact numbers, this data needs to be updated if circumstances change.

Our Nursery is accessible to children from all sections of the local community. In order to accomplish this the Nursery will:-

  • Ensure the existence of the Nursery is widely known in all local communities. Notices advertising the Nursery will be displayed in places where all sections of the community can see them, in more than one language when appropriate.
  • Describe the Nursery and its practices in terms which make it clear to both parents / guardians, other relations and other carers, including people from all cultural, ethnic, religious and social groups, with and without disabilities, are welcome.
  • Arrange the order of admissions taking into consideration availability, date of birth, if siblings are already attending nursery and where the family live.
  • Keep a place vacant, if financially viable, to accommodate emergency admissions.
  • Give parents/guardians the opportunity to discuss the admission of their children with the Manager or Deputy Manager.
  • Monitor the gender and ethnic background of children joining the Nursery to ensure no accidental discrimination is taking place.
  • Make the Equal Opportunity Policy widely known.
  • Be flexible about attendance when possible to accommodate the needs of individual children and families.
  • Encourage parental involvement in the day to day running of the nursery.

Reviewed January 2024

Accident Policy

Should an accident occur at Toptotz Day Nursery at any time, the following procedures must be followed:

  • First aid procedures to be carried out on the child concerned.
  • If no obvious injury is detected but the child is in significant discomfort, the child must be made comfortable, reassured and monitored in situ until an ambulance can be called and has arrived.
  • Parents/guardian to be called on the emergency numbers provided as soon as possible.
  • The accident must be recorded accurately in the accident book and have parents sign the record / be aware of this entry.
  • Under no circumstances should a member of staff transport a child in their private vehicle unless consent is given by the parent/guardian.

Reviewed January 2024

Additional Learning Needs Policy (ALN)

At Toptotz Day Nursery we provide an environment in which all children are supported to reach their full potential.

The aims of this policy are:

  • to create an environment that meets the needs of each individual child;
  • to ensure that the Additional Learning Needs of the children are identified, assessed and provided for;
  • To make clear the expectations of all partners in the process;
  • To identify the roles and responsibilities of staff in providing for children’s educational needs;
  • To enable all children to have full access to all elements of the nursery’s curriculum;
  • To ensure that parents are able to play their part in supporting their child’s education;
  • To ensure that our children have a voice in this process.

As a nursery we strive to provide a broad and balanced curriculum for all children so they become more confident children with growing ability to communicate their own views and ready to make the transition into school.

When planning our curriculum the staff will set suitable learning challenges covering all areas of learning whilst also responding to children’s diverse learning needs, including removing barriers to learning allowing children with ALN to access the curriculum alongside their peers.

Where a child appears to be behind expected levels, or where a child’s progress gives cause for concern, staff should consider all of the information about the child’s learning and development from within and beyond the setting (observation reports, GP referrals etc.). From within the setting staff should particularly observe a child’s progress in communication and language, physical development and social and emotional development. Where any outside referrals have been sought, this should be brought together with the observations and discussions with parents to be considered with them.

A delay in learning and development in the early years may or may not indicate that a child has ALN, equally, difficult or withdrawn behaviour does not necessarily mean that a child has ALN. However, where there are concerns, there should be an assessment to determine whether there are any factors such as an underlying learning or communication difficulty, family or domestic circumstances may be contributing to presenting behaviour in which case outside agencies should be informed.

Children may have ALN either throughout or at any time during their nursery development. This policy ensures that curriculum planning and assessments for children take into account the type and extent of the difficulty experienced by the child.

We aim to offer excellence and choice to all our children, whatever their ability or needs. We have high expectations of all our children and we aim to achieve this by removing the barriers of learning and participation. We want all our children to feel valued and part of a family feel environment. We respect that children have different educational and behavioural needs and adopt a range of different teaching approaches and experiences to reflect this.

It is particularly important in the early years that there is no delay in making any necessary ALN provision. Delay at this stage can give rise to learning difficulty and subsequently to loss of self-esteem, frustration in learning and to behaviour difficulties. Early action to address identified needs is crucial to the future progress and improved outcomes that are essential in helping the child to prepare for adult life.

All of our children are assessed when they start nursery and we use this information as a base for the development of appropriate activities for all our children.

If our assessments show that a child may have a learning difficulty, we use a range of strategies that make full use of all available resources alongside our outside support of the ALNCo. We will record the strategies to support the child within the observation reports and we will continue to monitor and review this.

We work closely with parents in the support of those children with ALN. We encourage an active partnership through the whole process and have an ‘open door’ policy.

The building is accessible for wheelchair users.

We also have disabled toilet facilities.

Reviewed January 2024

Behaviour Management Policy

Toptotz aims to provide an environment based on clear, fair and consistent guidelines which promote a child’s understanding of acceptable behaviour.

 Every child is shown respect and the children are encouraged to respect other children, adults, the equipment and the building.

We believe that children and adults flourish best in an ordered environment in which everyone knows what is expected of them and children are free to develop their play and learning without fear of being hurt or hindered by anyone else. We aim to work towards a situation in which children can develop self-discipline and self-esteem in an atmosphere of mutual respect and encouragement.

In order to achieve this:

  • Rules governing the conduct of the behaviour of the children will be discussed and agreed with the Nursery and explained to all newcomers, both children and adults.
  • All adults in the Nursery will ensure that the rules are applied consistently, so that children have the security of knowing what to expect and can build up useful habits of behaviour.
  • All adults will provide a positive model for the children with regard to friendliness, care and courtesy.
  • Adults in the Nursery will praise and endorse desirable behaviour such as kindness and willingness to share.
  • We will take positive steps to avoid a situation in which children receive adult attention only in return for undesirable behaviour.
  • Negative behaviour – Most children at certain stages of development demonstrate behaviour that is negative. Children may demonstrate negative behaviour verbally or physically e.g. biting. We recognise that children may display negative behaviour due to the fact that they are still exploring their emotions and understanding of what is socially accepted.


When children behave in unacceptable/ negative ways:

  • Under no circumstance will physical punishment be neither used nor threatened.
  • Children will never be sent out of the room by themselves.
  • Techniques intended to single out an individual children such as the “naughty chair” will never be used.
  • Children who misbehave will be given one-to-one adult support in seeing what was wrong and working towards a better pattern.
  • Where appropriate this might be achieved by a period of “thinking time” with an adult and reiterating our ‘kind hands, kind feet, kind words’ motto. 
  • In cases of serious misbehaviour, such as racial or other abuse, the unacceptability of the behaviour and attitudes will be made clear immediately, but by means of explanations rather than personal blame.
  • In any case of misbehaviour, it will always be made clear to the child or children in question that it is the behaviour and not the child that is unwelcome.
  • Adults will not shout, or raise their voices in a threatening way.
  • Adults in the Nursery will make themselves aware of, and respect, a range of cultural expectations regarding interactions between people.
  • If behaviour results in an injury to another child/adult e.g. a bite or damage to property the incident should be recorded in the accident / incident book.
  • Any behaviour problems will be handled in a developmentally appropriate fashion, respecting individual children’s level of understanding and maturity.
  • Recurring problems will be tackled by the Nursery, in partnership with the child’s parents, using objective observation records to establish an understanding of the cause. Parents will be invited to a meeting and an appropriate action plan will be decided together. If the situation persists, outside agencies may be contacted to offer constructive, confidential advice. If the situation is still unresolved the nursery may request for temporary suspension or termination of the child’s attendance.
  • Adults will be aware that some kinds of behaviour may arise from a child’s additional needs.
  • Bullying – Staff recognise that on occasion children may be the victim or perpetrator of bullying. Staff should ensure that comfort is provided to the victim of bullying. The child’s parents should be informed and offered support, ensuring anonymity of children involved. Staff should sensitively manage a child who is bullying and acknowledge the child’s stage of development/ understanding whilst ensuring the inappropriateness of the behaviour/ actions are made clear. Staff should inform parents, maintaining confidentiality and offering support.

Reviewed January 2024

Breastfeeding Policy

We aim to make our mothers feel comfortable in our nursery should they wish to breastfeed their babies whilst here.

 Partnership with parents:

  • Staff will provide the mother with a comfortable seat this could be anywhere within the nursery or somewhere private if necessary.
  • We will provide hand washing facilities and access to refreshments.
  • Expressed milk can be stored either in our fridge or may be brought in frozen, where we follow guidance.
  • The babies feeding routine will be discussed with mother to make appropriate arrangements to breastfeed/express. This maybe verbal or written in daily diary.
  • The baby will be given cooled boiled water between feeds.
  • All parents must respect any mothers wishing to breastfeed within the nursery setting.

Our staff:

  • Will share important information. Record information to include time of feeds, amount of milk, and who it has been given by, this can be verbally or written.
  •  The staff member will have clear communication with parents regarding labelling i.e. date and time when milk was expressed.


  • Good hygiene is paramount before and after preparation of feed.
  • If frozen to be defrosted by swirling in a bowl of warm water (not microwave or hot water).
  • Milk to be given following parents wishes i.e. from fridge, room temperature or heated as attached guidance.
  • Any unused milk will be discarded, bottles to be rinsed and returned to parent.


  • Breast milk can be stored in the main body of the fridge or if frozen in the freezer.
  • This will have to be transported in an insulated cool bag. If milk shows any sign of thawing do not re-freeze.
  • Fridge/freezers are monitored everyday for temperature control measures and recorded.

Reviewed January 2024

Collection, Late Collection And Uncollected Children Policy

Toptotz aims to ensure the safety of all children and in order to meet the registration criteria of the CIW, we will work to the procedures as set out below for any child that is not collected by the close of session, 1.00pm, 5.00pm or 6.00pm.

You as a parent have responsibility to collect your child from Toptotz Nursery. If you are unable to collect your child you must inform us of who will be collecting your child. All parents/carers collecting a child should be named on the child’s contract form and know the ‘password’ which we will ask for upon arrival.

We will never let a child go with anybody we have not been informed about. In cases when someone else comes to collect your child and we have not been informed, we will telephone the child’s parent/s who will give permission to let them go or come and collect their child themselves. If, in an emergency, someone else will be collecting your child, you must inform the Nursery staff as soon as possible.

The Nursery takes persistent lateness in collecting a child very seriously. In extreme cases it can be considered as abandonment or neglect of the child, although we understand that occasionally delays are unavoidable.

In the event of a child not being collected, the Manager will make every effort to contact the child’s parent/s, and if this proves to be impossible, will try to get in touch with an alternative emergency contact, who is authorised by the child’s parents to collect them on their behalf.

If we cannot contact anybody and the child has not been collected within 30 minutes of the session ending or the Nursery closing time we will be responsible to the contact social services for advice who will then be responsible for deciding what action is now required.

A member of staff will stay with the child at all times. Where this happens on three or more occasions in one term, there will be a discussion with the parent to emphasise the importance of collecting the child on time and by the authorised  adult

The nursery is required to inform CIW of any significant incident and contact Social Services. Including non-collection of children. If no explanation/reason via telephone call has been given for non collection, you will be charged a late fee of £5 for every 10 minutes the child remains in the in the care of Toptotz Day Nursery, as staff overtime will have to be met.

Reviewed January 2024

Complaints Policy

Toptotz Day Nursery aims to provide a stimulating, safe environment for all children. We aim to deliver the highest standard of care and foster good relationships with all parent’s and carers. The Nursery supports the principle of seeking the views of parents/guardians regarding the service it provides so that the service can be improved if necessary.

We believe parent’s views and concerns should be respected and acknowledged, and understand that a circumstance may result in a parent or carer wishing to make a complaint. Should this occur, appropriate and prompt action is to be taken on any concerns raised.

As there is regular exchange between parents and staff it is hoped that minor concerns can be resolved during this time. A senior member of staff must be informed of the complaint by the relevant staff member.

All nursery staff is appropriately trained in the operation of the complaints procedure and if at any time a parent or guardian wishes to express dissatisfaction, the following steps should be followed:

  • Contact the Nursery Manager to express the complaint and discuss their concerns. Normally most cases are resolved at this stage. Complaints dealt with locally must be resolved within 14 days with the agreement of the complainant.
  • If the matter cannot be resolved, we request that the parent/guardian formally refer the complaint in writing. If the complaint is regarding the Registered Person/ appointed Manager, please put your concerns in writing to the CIW at the address below.
  • Complaints that are dealt with formally must be resolved within 35 days of the request for formal consideration, the outcome of which must be confirmed in writing by the Registered Person, and a copy sent to the National assembly and where relevant the Local Authority. The time limit may be extended with the agreement of the complainant.
  • If the matter is not resolved, CIW should be informed.
  • All correspondence, notes and reports relating to the complaint will be kept confidential and will be available for the CIW to inspect.
  • CIW can be contacted at any time on the number below if you have any issues you may wish to raise regarding the conduct of the nursery.

West Wales Regional Office
Government Buildings
Picton Terrace
SA31 3BT

0300 7900126
Welsh Assembly Government Tel: 02920 823791

Reviewed January 2024

Confidentiality Policy

Toptotz work with children and families who will sometimes bring us into contact with confidential information. To ensure that all those working in the Nursery can do so with confidence, we will respect confidentiality in the following ways:

  • Parents will have ready access to the files and records of their own children but will not have access to information about any other child.
  • Staff will not discuss individual children, other than for the purpose of curriculum planning/group management, with people other than the parents/carers of that child.
  • Information given by parents/carers to the Nursery Manager or staff will not be passed on to other adults without permission.
  • Issues to do with the employment of staff, whether paid or unpaid, will remain confidential to the people directly involved with making personnel decisions.
  • Any anxieties/evidence relating to a child’s personal safety will be kept in a confidential file and will not be shared within the group except with the necessary staff, Nursery Manager and Director.

All the undertakings above are subject to the paramount commitment of the Nursery which is to the safety and well being of the child. Please see also our policy on Safe Guarding Children/Child Protection.

Reviewed January 2024

Diet Policy

At Toptotz, healthy eating habits will be promoted and social skills developed and encouraged during refreshment and meal times. All staff responsible for the handling of any food will hold a current Food Hygiene Certificate. The sharing of refreshments can play an important part in the social life of the Nursery as well as reinforcing children’s understanding of the importance of healthy eating and promoting independence. The Nursery will ensure that:

  • All meals and snacks provided are nutritious, avoiding large quantities of fat, sugar, salt additives, preservatives and colourings.
  • Children’s medical and personal dietary requirements are respected.
  • Menus are planned in advance and food offered is fresh, wholesome and balanced.
  • A multi-cultural diet is offered to ensure that children from all backgrounds encounter familiar tastes and that all children have the opportunity also to try unfamiliar foods.
  • The dietary rules of religious groups and also of vegetarians/vegans are known and met in appropriate ways.
  • If a main meal is offered, the following elements are included:
    • Protein for growth
    • Carbohydrate for energy
    • Essential minerals and vitamins in raw foods, salads and fruits
    • Milk provided for children is whole and pasteurised.
    • Drinks will be available at all times.
    • Adults will sit with the children during mealtimes to encourage good habits and conversation.
    • All children will be allowed to eat and drink at their own pace.
    • Children will never be left unattended while eating and drinking.
    • Meal and snack times are held in a happy and social atmosphere.

Reviewed January 2024

Emergency Closure Policy

Toptotz will endeavour to stay open, but there may be times when the Nursery may have to close possibly due to extreme weather conditions or an emergency, such unexpected closures should only happen exceptionally, when there is no means of having enough staff on site to run the Nursery effectively.

In the event of the Nursery having to close the following should be attempted, in order of importance:

  • A member of staff will put up a notice on the main entrance gate of the Nursery itself.
  • The Nursery Manager and Director should have an up-to-date phone list of all parents and should attempt to contact parents and staff between them. We will also advise all parents via our Whatsapp page and social media platforms.
  • A member of staff who is online could also email all parents (i.e. they will need to have an up-to-date mailing list at all times) with the notice that the Nursery is closed.
  • After the event, once the Nursery is open again, a brief message or email should be sent out with a brief apology for the closure, explaining why the circumstances were exceptional and reassuring parents that this is not going to be a regular event.

    If these actions are taken there is then a good chance that all parents will have several opportunities to discover that the Nursery is not open that day and that they need to make alternative arrangements for childcare.

    Reviewed January 2024

    Environmental Awareness In The Early Years Policy

    Toptotz Nursery will aim to encourage the children to appreciate and value the environment within which they live and play by doing our best to work to the following policy:

    The prepared environment

    • Will include wall displays at child height
    • Will include child size furniture and equipment
    • Will be aesthetically pleasing
    • Will be arranged in ways to help children feel secure and confident.

    Children’s control over their play/work environment

    • Children will have choice in their involvement in activities
    • Equipment will be arranged so that children will be able to access it easily
    • Arrangement of time and space will be flexible so that children have some control
    • Children’s own work will be given space
    • Activities can be open ended so that children can use them creatively.

    Natural materials

    • There will be a good balance of manufactured toys and natural materials for the children to explore.
    • Sand and water play will be made available.
    • A wide variety of natural materials will be made available frequently.
    • Themes and topics chosen will link with the natural world.


    • The outdoor area will be used effectively to observe and explore the natural world.
    • Children will be allowed to play outdoors as often as possible, in all seasons.
    • Children will always wear appropriate clothing while outdoors.
    • Indoor activities will reflect the outdoor environment as far as possible.

    Care of living things

    • Children will be involved in growing bulbs, seeds and in the care of plants.
    • Stories will be chosen to reinforce the concept of care for living things
    • Staff will at all times be positive role models in their respect for living things.

    Reviewed January 2024

    Equal Opportunities Policy

    Toptotz Day Nursery is fully committed to the active promotion of equality of opportunity for all staff, children and families in the Nursery.

    Toptotz will ensure that all children and adults are respected and their individuality and potential is recognised, valued and nurtured. The needs of the children in the Nursery will be provided for. All children with additional needs will have equal access to the Nursery wherever possible. The children at the Nursery will be given the opportunity to understand and thereby respect cultures, languages and religions other than their own. All children need the opportunity to see they are part of a multi-racial society.

    Displays, books, posters and all other resources will be checked regularly to ensure they positively reflect a multi-racial society.

    All children will have equal access to all activities and the staff will liaise with parents to ensure that all children’s records contain information which enables appropriate care is given.

    Equal Opportunities does not mean treating everyone the same. This policy is intended to provide and maintain equality of opportunity for all children and parents/carers within the Nursery and will reflect the needs of members and future members of the Nursery by:

    • Advertising the group
    • Admissions
    • Employment
    • Parents/guardians role in the Nursery
    • Children in the Nursery
    • Resources

    Advertising the Nursery

    The Nursery will ensure that everyone in the community has access to information about the Nursery.

    This will be done by Information posters that will be displayed in local doctor’s surgeries, local hospital, Post Office, library, and shops etc. in languages appropriate to the community, when possible.


    The Nursery will be open to every family in the community.

    The individual needs of each child and family wishing to attend the Nursery will be considered; a first come first served basis will not be adhered to rigidly. The Nursery will be flexible in providing sessions to suit the majority of parents/carers and children. The child’s first language should be used, and the use of other languages will be encouraged, as appropriate.


    The nursery will appoint the best person for the job. Commitment to implementing the nurseries Equal Opportunities Policy will form part of the job description of all workers.

    Advertisements will be language appropriate to the community, when possible.

    Advertisements will be placed externally in the local paper and Job Centre, online on our social media platforms and internally on the notice board.

    The existence of an Equal Opportunity Policy will be highlighted. It will be ensured, at interview, that the candidate agrees with the policy and will do their best to uphold it, by treating every child and parent/guardian as individuals.

    Only questions relevant to the job will be asked. Each candidate will be asked, broadly the same questions. A welcome and professional approach to interviews will be ensured.

    All applicants will have copies of relevant information.

    Each candidate will be treated as an individual in compliance with current employment legislation.

    Parents’ role in the Nursery

    The Nursery will encourage the involvement of parents/guardians by making them welcome and by respecting the differences in families, their language and culture and by encouraging them to contribute in whatever way they can.

    The Nursery will ensure all families have an equal opportunity to be involved in the running of the Nursery. The time and place of meetings will be considered to suit everyone involved.

    Any information written or spoken will be clearly communicated as appropriate. All

    Parents/guardians and staff will be encouraged to understand the effects of stereotyping and discrimination, and any discriminatory remarks will be challenged.

    Children in the Nursery

    The Nursery will ensure that all children are respected and their individuality and potential recognised, valued and nurtured. The needs of children in the Nursery will be provided for.

    The children will be given the opportunity to learn to respect cultures, languages and celebrations other than their own. Children growing up need to recognise the importance of embracing diversity.

    The children will be offered activities to give them the opportunity to explore, acknowledge and value similarities and differences between themselves and others. Children with additional learning needs will be included in the group. Any discriminatory remarks or behaviour will be challenged and children will be encouraged to understand the effects of any such remarks or behaviour.


    Displays, books, posters and all resources will be checked regularly to ensure they positively and accurately reflect a multi-racial society.

    Children in the Nursery will have the opportunity, and be encouraged to use all activities.

    Reviewed January 2024

    Fire Evacuation and Policy Procedure

    Under current legislation there is an absolute duty for each premise to have in place a detailed fire risk assessment. It is our responsibility to ensure that this is the case and that the assessment is regularly reviewed.

    Fire alarms and extinguishers are installed and are checked regularly. They meet BSEN standards.

    Fire drills /evacuation practices are carried out at least once a term and are recorded.

    Fire doors are easily marked, never obstructed and are easily opened from the inside.

    Fire evacuation notices are displayed on the Fire exit doors and main hallway.

    In case of fire, children downstairs will be escorted to the nearest fire exit and assembled in a safe appropriate area. In the first instance this will be in the car park. Secondary to this, we will locate in the field around the corner opposite the bucket and spade.

    The person in charge will mark the register to ensure all children are accounted for.


    A nominated person will place the travel cot outside in the car park and lock the gates.


    Babies upstairs will be carried to the nearest fire exit and placed in the travel cot.


    Again the person in charge will take the register to ensure all are accounted for.


    The Manager/Deputy will check that all rooms are clear and that all windows and doors are closed.


    The Manager/Deputy will inform the staff to re enter the building with the children only if safe to do so.

    Reviewed January 2024

    General Data Protection Regulation Policy

    At Toptotz Day Nursery, we are committed to data privacy and protection of our clients. GDPR compliance for us has required the development of our current information security management, improving and maintaining key data protection and privacy controls, and auditing the information we hold. In order to ensure our continued and improved compliance with GDPR we will follow the below principles:

    • To process data fairly and lawfully;
    • Processing data only for specified and lawful purposes;
    • Data processed is adequate, relevant, and not excessive;
    • Data processed is accurate and, where necessary, kept up to date;
    • Data is not kept longer than necessary;
    • Data is processed in accordance with an individual’s consent and rights;
    • To store data securely; and
    • To ensure that data is not transferred to countries outside of the European Economic Area (EEA) without adequate protection.

    What does this mean?

    As a client of Toptotz Day Nursery, we will only process your data if it complies with the principles set out above. If at any point, you feel that data we hold for you is inaccurate or needs to be updated, please inform us as soon as possible, and we will arrange for this to be amended.

    GDPR also gives individuals the right to be forgotten. If you would like to exercise your right to be forgotten, please contact us at, to outline what data you would like us to remove and your reasons. There may be circumstances where we will be unable to process your request, however, we will assess each request on an individual basis.

    How will we process your Children’s data and keep them informed?

    GDPR gives set guidelines on dealing with data for children. Toptotz day nursery commits to advising children or their parents/guardian of what data we hold about them and how we are using it. We will ensure that all information given to your children is done using plain language that they will understand.

    Reviewed January 2024

    Health and safety Policy

    The nursery will do everything it can as far as it is reasonably practical, to ensure the health, safety and well being of the children in its care, staff, students on work experience and visitors.

    The nursery will conform to the requirements of current health & safety legislation.

    Toptotz Day Nursery will provide opportunities for all members of staff to attend health & safety courses regularly and will designate one member of staff and a deputy responsible for implementing the health and safety policy on a day to day basis.

    The staff will be responsible for:

    • Ensuring that there is a telephone or mobile to hand at all times.
    • Providing a safe environment for the staff and the children.
    • Ensuring that the temperatures of the rooms are kept at a minimum of 72 degrees farenheiht/22 degrees centigrade.
    • Ensuring that the electrical equipment is inspected and replaced as necessary.
    • Ensuring that all visitors sign in and out of the building.
    • Ensuring that every accident and incident is recorded in the accident/incident book and have parents sign the book.
    • Ensuring that fire regulations are implemented and that all staff are given clear guidelines of the fire regulations. Clear guidelines are displayed on the procedures in the event of a fire and fire drills held at least once every term which will be recorded in the Fire Drill book.
    • All staff will receive training on the action to be taken in a fire emergency.
    • Ensuring that all furniture, equipment, electricity points etc are inspected weekly, taking action as necessary.
    • Ensuring that all persons are first aiders and that at all staff hold a current First Aid Qualification.
    • Ensuring that there are a sufficient number of appropriate fire extinguishers in conspicuous and convenient positions and that they are fitted and examined in accordance with Fire Service guidelines.
    • Operating a No Smoking Policy in the nursery.
    • Ensuring that every member of staff is aware of guidelines for lifting and carrying weight.
    • Ensuring that a HSE Health and Safety Law poster is displayed in a conspicuous position.
    • Ensuring that a First Aid box with the necessary contents is provided and kept in a conspicuous position and is inspected regularly.

    Reviewed January 2024

    Internet Policy

    The internet can be freely accessed for nursery matters (including finding resources, planning etc.) during working hours.

    In order to protect our facilities:

    • Staff must not download personal music / films etc.
    • Staff must be aware of viruses which could lurk in emails. Whilst using the nursery internet facilities staff must not open any emails from names that aren’t recognised in order to protect the nursery computer from potential viruses.
    • Staff must be aware that all incoming and outgoing emails can be read by the nursery manager. This is not intended to infringe on staff privacy, but the internet is a very public way of communicating and like all companies, management reserves the right to ensure that the name of the nursery is not brought into disrepute.  It is vitally important that staff are careful about content that they search out or download. Every time you view a page on the internet, it is possible to trace your visit back to the nursery computer. This means that it is possible to tell if the nursery computer was being used to look at inappropriate web pages. 
    • Staff must be aware of their responsibilities to the nursery when using social networking sites such as Facebook. Our confidentiality policy must be adhered to at all times, even outside of working hours. It is important to maintain your status as a professional childcare worker at all times. Disciplinary action could result if the nursery is brought into disrepute.
    • Children are to be encouraged to use the internet to access educational learning sites , but must be supervised at all times.

    Reviewed January 2024

    Manual Handling Policy

    Toptotz Day Nursery will work towards a safe handling policy and as part of this process will ensure a current policy of minimal lifting.

    We will ensure that the necessary arrangements are made to facilitate the information of the policy, for example by provision of appropriate and suitable training by professionally competent persons, for those who have duties under the policy.

    Toptotz Day Nursery accepts responsibility for compliance with the regulations.

    The main objective is to reduce the risk of injury and disablement caused by manual handling in the workplace to the minimum. Toptotz Day Nursery has a duty of care to ensure that:

    • Minimum requirements for the manual handling of loads are followed where there is a particular but not exclusive risk of back injury to workers.
    • The need for manual handling is avoided or, when it cannot be avoided, an assessment is made of the operation and where there is a risk of injury, appropriate steps taken to reduce or avoid that risk.
    • Assessment of manual handling operations take account factors which include characteristics of the load, the physical effort required, characteristics of the working environment and the requirements of the task.
    • Information and training is provided to workers and managers on assessment and manual handling principles.

    The responsibilities of Toptotz Day Nursery are:

    • Be aware of manual handling operations within the organisation.
    • Avoid the need for employees to undertake any manual handling operations, which involve a risk of injury, so far as is reasonably practicable.
    • Make an assessment of any hazardous manual handling operations that cannot be avoided in order to reduce the risk of injury.
    • Make a clear record of the assessment and communicate its finding to all staff involved.
    • Introduce appropriate measures to avoid or reduce risk by elimination of the risk, re-designing the operation or the use of mechanical aids.
    • Provide information and ensure that all staff receive appropriate training in manual handling.
    • Ensure that safe systems of transportation are utilised for the transportation of loads and equipment throughout the organisation.
    • Make allowance for any known health problems which might have a bearing on an existing employee’s ability to carry out manual handling operations safely.
    • Maintain records of accident and ill health related to manual handling operations.

    The responsibilities of the employee:

    The employee must;

    • Take responsible care of their health and that of others whose safety may be affected by their activities when involved in manual handling operations.
    • Co-operate with the owner/manager in the making of assessments of hazardous manual handling tasks.
    • Observe safe systems of work.
    • Participate in training given in manual handling.
    • Report pregnancy or any other medical conditions which may affect their ability to handle loads safely.


    Toptotz Day Nursery will ensure that:

    • Training programmes are reviewed and monitored.

    Reviewed January 2024

    Medication Policy

    If any medicine needs to be given during a session, the following information and procedures must be adhered to:

    • The medicine must be in the original bottle stating dosage required.
    • The child’s name must be clearly labelled on the bottle.
    • The nursery must be advised of the time last dose was administered and if there were any side affects.
    • Parents/guardian must authorise and sign the medication book before any medicine can be administered giving all relevant information required.
    • Staff member must sign and date when dose has been administered.
    • Medication should be stored as directed on the bottle.

    Reviewed January 2024

    Missing Child Policy

    The safety of our children here at Toptotz is our utmost priority. We make every effort to ensure the safety of your child whilst using the facilities. The Nursery will ensure that the premises is safe and secure to ensure that children will not be able to leave the premises without a member of staff or other adult authorised by the parent/guardian.

    This policy supports the ‘Outings Policy’ and will be implemented in the exceptional situation where a child either becomes lost whilst on an outing or leaves the Nursery unaccompanied.

    Procedures set to maintain safety:

    • Parents must ensure that their daily telephone number where they can be reached is correctly inputted on the registration form.
    • Staff must sign children in and out of the Nursery via our ipad (parent app).
    • Staff must ensure that the gate to any outside area is bolted whilst children are playing outside.
    • Staff mark registers on our digital app – mornings and afternoons.

    In the event of a member of staff fearing that a child has gone missing:

    • A senior member of staff will be alerted and enquiries made as to when the child was last seen and where.
    • Count and check the children present against the register and make sure with other members of staff that the child has not been collected by parent/carer.
    • Carry out a thorough search of the Nursery and check the doors and the outside and surrounding areas.
    • Whilst carrying out the search staff must ensure that the adequate supervision of other children is maintained. Staff should remain calm and reassure the other children in the setting.
    • Where appropriate staff may address careful questioning to other children present to see if the whereabouts of the child is known.
    • If a complete search has been carried out and the child is not found within 10 minutes and all adults on the premises have been consulted the Manager/Deputy will inform the parents/guardians and contact the police and report the child missing.
    • The incident will be recorded in incident book along with the outcome.
    • Manager/Deputy will also inform the proprietors and CIW.
    • There will be an investigation as to how the child got lost and measures taken to ensure that the situation does not happen again.

    Reviewed January 2024

    Mobile Phone Policy

    Nursery Rules on the Use of Mobile Phones

    • The only phones to be used within the nursery are the 2 nursery mobile phones.
    • These are the only phones to be used for photographs and videos of nursery children.
    • These photographs and videos will only be used for display and publicity purposes and to update parents of their child’s day at nursery via Whatsapp or our digital app.
    • It is the responsibility of all members of staff to ensure that photographs are taken only of children who have permission from their parents.

    The Nursery accepts that employees will bring personal mobile phones to work.

    As a general rule,

    • employees are not permitted to make or receive calls/texts during working hours as this inevitably impacts on work time.
    • Staff should ensure that personal mobile phones are left in their bags/office and turned off or on silent at all times.
    • Staff should only use their personal phones whilst on their break in the office.
    • In the event that an employee has a particular emergency/reason for a specified call, outside of their break time, then they may request via their manager that they make or receive a call from the nursery land line.

    If staff are witnessed using their personal mobile phones, whilst in the playrooms, kitchen, toilets etc., this will lead to disciplinary action.

    Staff are not permitted to use recording equipment on their personal mobile phones AT ANY TIME, for example: to take photographs or videos of nursery children.

    Reviewed January 2024

    Nappy Changing Procedure Policy
    • Make sure the changing mat is clean and all necessary items are to hand so a child is never left unattended.
    • Gloves and aprons must be worn.
    • Wet wipes are used for cleaning the child, unless a parent expresses an alternative.
    • Protective cream should be applied with tissue or cotton wool.
    • When each nappy change is complete, nappy, soiled wet wipes and gloves etc., should be disposed of in the bin after each change. (Gloves should be removed carefully to avoid contaminating yourself and clothes).
    • The whole area and changing mat should be washed and dried with a paper towel.  If there is a spillage anti-bacterial spray or wipes should be used.
    • Hands must be washed after each nappy is changed and a clean apron put on.
    • If a diarrhoea infection is present, wash hands thoroughly after each change using antibacterial soap and dry hands well.  Anything touched during the day must also be disinfected and cleaned including door handles, taps, telephone, toys etc
    • All cuts or abrasions on exposed areas of the body should be covered by waterproof dressing.

    All records should be completed.

    Reviewed January 2024

    Outdoor Play Policy

    Here at Toptotz Nursery we believe that outdoor play is vital for the healthy growth and development of all children. The majority of the children within the nursery are placed full time, so it becomes even more important that they should get the opportunity to experience the freedom of being outside in the fresh air during the day. They should engage in energetic activity and experience the sense of wellbeing that it brings.

    Outdoor play is an integral part of the foundation phase and it enhances the child’s learning. It also helps to develop strong spatial awareness, co-ordination, balance and movement and develops strong muscles, with opportunities to run, push, pull climb and jump.

    We endeavour to create an atmosphere where children can learn to take risks in a controlled environment. The children have access to manufactured equipment alongside open ended resources in order to develop their imagination, solve problems and learn about the world around them.


    • Babies and toddlers have access to the outdoor space everyday.
    • Older children (age 2-3 and pre-school) will have access to the outdoor space during all seasons.
    • All children have the opportunity to learn about their environment and are able to experiment with natural resources, create a sense of wonder about the world around them and learn about looking after themselves and others.
    • Activities will be organised to enhance and extend the learning that is currently going on in the nursery.


    • Staff will ensure that the garden is secure and it will be checked before every session and maintained regularly.
    • Regulatory staffing ratios will be adhered to at all times during outdoor play.
    • If small groups of children are going out for walks, staff will mark on a separate register in order to keep a check of where children are and distinguish quickly children’s whereabouts.
    • Staff will ensure that all children are appropriately dressed for the climate.
    • In summer and hot weather children must wear sun hats and sun cream at all times. Sun cream will be applied frequently and the children will be offered water at regular intervals. Areas of shade will be created for them to use and the outside area will not be used during the hottest times of the day.
    • In cold, wet or wintry weather, children will wear appropriate clothing to ensure that they are kept warm and dry whilst outside.


    Reviewed January 2024

    Outings Policy

    Toptotz Day Nursery will make every effort to arrange trips for the children which will develop their knowledge and understanding and will also involve the parents/guardians.

    Risk assessments are carried out on all venues to ensure the place/area is safe and suitable for the children. For local visits we require parental consent when the child starts Nursery. However, for a full day trip we will require parental consent nearer the date.

    Important points to remember when taking children out on visits:

    • If possible, prior to our visit, a member of staff will visit the proposed establishment to ensure suitability.
    • Supply information to parents in advance of a trip and also display the information on the notice board.
    • Send information to all parents regarding the trip advising them of place, times and cost (if appropriate). Parents will be asked to sign an additional consent form.
    • Ask parents to provide suitable clothing according to the weather and activity i.e. wellies, raincoats, sun hat, sun cream etc.
    • We will endeavour to keep the staff child ratio maximum.
    • Ensure a register is taken on departure and return.
    • Should a problem occur whilst on an outing, staff must phone the Nursery immediately, and the Manager will decide what action is to be taken.
    • A designated staff member must take a mobile phone with them in case of emergency.
    • When going out staff must take a first aid kit.
    • If at any time a child goes missing we will follow the procedures from the missing child policy.

    When visiting Farms or Animal Parks, we will ensure the children treat the animals with respect and consideration;

    • To approach and handle animals quietly and gently.
    • Wash hands thoroughly after any contact with animals.

    Reviewed January 2024

    Parental Involvement / Settling In At Playgroup Policy And Practice

    The Nursery will:

    • Welcome new parents/ carers and help them to become familiar with the day to day routine of the Nursery, together with appropriate guidelines of good practice, and therefore make certain that all children are welcome.
    • Parents may drop off their child at the main entrance, there is no need for parents to stay as experience has shown that the longer you stay the worse it is for the child to settle in.
    • Children are encouraged to bring in comforting objects such as a favourite blanket or dummy.
    • We do not encourage them to bring in their own toys as they may get broken or snatched away by other children causing distress and arguments.
    • We will observe a new child closely for any signs of distress and regularly keep parents informed of how their child is settling in.
    • Offer a flexible approach to all parents/carers to allow for a settling in period when starting and for all concerned to become used to the Nurseries routines and policies.
    • Welcome the contributions of all parents/carers whatever form these might take and ensure they have opportunities to contribute their skills, knowledge and interest.
    • Involve all parents/carers in the progress of their child formally or informally and to work with them in sharing all records concerning their child.
    • Inform parents/guardians that the Nursery has adopted a number of policies to provide a quality environment for all involved.
    • Ensure that all parents/guardians are aware of how any queries, complaints or suggestions can be made.
    • Ensure that all parents/guardians are able to talk and discuss personal matters relating to their child, in confidence, on a daily basis if required.
    • Offer parents/guardians the opportunity to borrow, or buy, Wales PPA publications and periodicals.
    • Make every effort to provide translation services or interpreters as needed for parents/carers whose first language is not that of the Nursery.

    Reviewed January 2024

    Pets in Nursery Policy

    Studies show that encouraging children to take an interest in animals can have a positive effect on them and can be used to improve human and animal welfare.  Some of the benefits have been identified as follows:

    Nursery pets have been found to:

    • Motivate children to think and to learn, as children have a high level of natural interest, enthusiasm and enjoyment of animals.
    • Encourage a respect and reverence for life in children and thereby improve their relationships with other children, parents and staff.
    • Foster a sense of responsibility in children.
    • Teach children to nurture and respect life.

    Pets in Nurseries also have social benefits for the Nursery:

    • Enhance the learning environment, creating a sense of security and family warmth for the children
    • Encourage the involvement of parents and the wider community in Nursery activity
    • Help to promote the Nursery as an important nurturing influence in the community

    Looking after a nursery pet

    At Toptotz we aim to promote good practice in animal care.  Children are taught correct procedures in handling and caring for animals; they are encouraged to take a shared responsibility for the care of the animals, under direct supervision.  Children will be taught how to interact gently with our Nursery pets whilst under adult supervision.

    At Toptotz we:

    • Will care for each animal
    • Obtain well socialised young animals from a reputable source
    • Ensure that each animal enjoys an optimum environment.
    • Routine preventive health measures are practised as advised by the vet – vaccination, flea prevention and worm control where appropriate
    • Pets and their quarters are kept clean and safe at all times
    • A high quality, appropriate diet is provided
    • Children always wash hands after handling
    • Any sick animals are promptly isolated and examined by a vet.

    Reviewed January 2024

    Photograph Policy

    Purpose of Policy

    Following consent from parents, staff at Toptotz may wish to take photographs of the children whilst at nursery for display and publicity purposes.

    This policy states the circumstances when photographs will be taken, who will take the photographs and who will have access to these photos.

    Who is Responsible?

    It is the responsibility of the nursery manager to ensure that permission is granted for Toptotz Day Nursery to take photos of the children. All parents are required to grant permission for this and permission forms are available in all registration packs found on our website. It is the responsibility of all members of staff to ensure that photographs are taken only of children who have permission from their parents.

    How will the policy be implemented?

     Toptotz Day Nursery will only take photographs of children whose parents have given permission.  Two mobile phones are available within the setting and these cameras will be the only ones which are used when taking photographs of children. Members of staff will not be allowed to take photographs of children using their own phones/cameras.

    Photographs will only be available for viewing in the confines of the setting, for publicity purposes or updating parents of their child’s time in nursery.

    Reviewed January 2024

    Physical Activities Policy

    Toptotz Day Nursery aims to provide an active, happy and healthy environment for all children regardless of their physical ability or disability.

    Physical activities are an essential part of developing their hand to eye coordination, spacial awareness, balance and control whilst having fun.

    At Toptotz we aim to:

    • Maintain and/or stimulate the children’s interest and enjoyment in Physical Education and to promote health and fitness.
    • Develop children’s interpersonal and problem solving skills.
    • Develop children’s personal qualities such as politeness, perseverance, initiative, independence and their ability to follow simple rules in a supportive environment.
    • Build every child’s self esteem through the development of physical confidence.
    • Allow all children to work independently and as part of a team in varied activities.

    To achieve the above we will endeavour to provide structured physical activities, and incorporate them in our planning.

    Reviewed January 2024

    Play Policy

    Toptotz Nursery understands and values the importance of play in the Holistic Development of young children as they learn about the world in which they live.


    Toptotz aims to provide a sanctuary in which the children can play in a safe and secure environment, with staff who support and enhance their learning. Opportunities will be made for the children to make choices for themselves and to experience spontaneous, unplanned activities, such as snow or the arrival of a fire engine.


    The Nursery Manager has the overall responsibility to incorporate all 7 areas of learning into plans and ensure that children are allowed to play and learn the following skills whilst having fun:

    • Exploring
    • Investigating
    • Discovering
    • Creating
    • Practicing
    • Rehearsing
    • Revising
    • Consolidating knowledge already gained

    The Environment

    Toptotz has ample space for the children to explore and play in, and has displays, which are changed regularly, and plans that are adapted to follow planning and new topics. The garden is used extensively as an outside classroom.

    The Resources

    The staff are creative and use household materials to enhance learning of self-discovery, curiosity, interest and many other learning objectives that are set out in the Foundation Phase, these include:

    • Jelly
    • Cornflour
    • Water play
    • Sand play
    • Shaving foam
    • Rice and pasta
    • Icing and other resources of cooking
    • Natural materials for the treasure basket

    Evidence of learning

    Each child has their own observation file which is regularly updated.  This file allows the staff to know what a child can do, and what skills they need support with. These files also allow staff to plan effectively for the needs of the children.

    Reviewed January 2024

    Policy And Procedure For The Exclusion Of Children Who Are Ill Or Infectious

    It is expected that parents of children who are ill or have an infectious sickness, will not send them to the nursery.

    If after arrival at Nursery a child is found to be sick, the parents or named responsible person will be contacted to take the child home.

    If necessary a doctor or ambulance will be called in accordance with the agreement already signed by the parent/guardian.

    The policy and procedure has regard to:

    • Confidentiality.
    • The rights of the individual with regards to equality of access and opportunity.
    • Medical advice (where appropriate) and the procedures related to infectious, notifiable and communicable diseases e.g. National Minimum Standards state that we must notify CIW immediately of any serious outbreak of infectious disease.
    • The care of sick children while awaiting collection.
    • The implications for other children and staff.

    The following information is based on recommendations from the HPA. You can obtain further information from the National Public Health Service for Wales and NHS Direct Wales.

    Reviewed January 2024


    Exclusion Period

    Chicken Pox

    Until all blisters have scabbed over


    Until the infection has gone


    Until 48hours after the last episode of diarrhoea or vomiting

    Hand, Foot and mouth

    Until the infection has gone

    Hepatitis A

    Exclude young children for 7 days after the onset of jaundice. Practice good hygiene techniques


    Until lesions are healed


    For 5 days after rash appears


    For 5 days after onset of swollen glands


    Until treated

    Rubella (German Measles)

    For 5 days after the onset of rash


    Until treated

    Scarlet Fever

    For 5 days after commencing antibiotics


    Until treated


    Contact NHS and CCDC on advise and necessary action

    Whooping cough (Pertussis)

    For 5 days after commencing antibiotics

    Procedures To Be Followed In The Event Of An Accident

    Should an accident occur at Toptotz Day Nursery at any time, the following procedures must be followed:

    • First aid procedures to be carried out on the child concerned.
    • If no obvious injury is detected but the child is in significant discomfort, the child must be made comfortable, reassured and monitored in situ until an ambulance can be called and has arrived.
    • Parents/guardian to be called on the emergency numbers provided as soon as possible.
    • The accident must be recorded accurately in the accident book and have parents sign the record in the accident book.
    • Under no circumstances should a member of staff transport a child in their private vehicle unless consent is given by the parent/guardian.

    Reviewed January 2024

    Safeguarding Policy

    Here at Toptotz Day Nursery we work with children, parents, external agencies and the community to ensure the welfare and safety of children and to give them the very best start in life.  Children have the right to be treated with respect, be helped to thrive and to be safe from any abuse in whatever form.  We support the children within our care, protect them from maltreatment and have robust procedures in place to prevent the impairment of children’s health and development.  Safeguarding is a much wider subject than the elements covered within this single policy, therefore this document should be used in conjunction with the nursery’s other policies and procedures.

    • Legal framework and definition of safeguarding Wales: NMS 20.1 – 20.6
    • Children Act 1989 and 2004
    • Childcare Act 2006
    • Counter-Terrorism and Security Act 2015
    • Safeguarding Vulnerable Groups Act 2006
    • Working together to safeguard children 2013
    • Social Services and Well Being Act (Wales) 2014
    • UNRC 1989

    Safeguarding and promoting the welfare of children in relation to this policy is defined as:

    • Protecting children from maltreatment
    • Preventing the impairment of children’s health or development
    • Ensuring that children are growing up in circumstances consistent with the provision of safe and effective care
    • Taking action to enable all children to have the best outcomes. (Definition taken from the HM Government document ‘Working together to safeguard children 2013’)

    The purpose of this policy is to safeguard children and promote their welfare we will do this by:

    • Creating and environment to encourage children to develop a positive self-image
    • Provide positive role models and develop a safe culture where staff are confident to raise concerns about professional conduct
    • Encourage children to develop a sense of independence and autonomy in a way that is appropriate to their age and stage of development
    • Provide a safe and secure environment for all children
    • Promote tolerance and acceptance of different beliefs, cultures and communities
    • Always listen to children
    • Provide an environment where practitioners are confident to identify where children and families may need intervention and seek the help they need
    • Share information with other agencies as appropriate

    The Nursery is aware that abuse does occur in our society and we are vigilant in identifying signs of abuse and reporting concerns.  Our practitioners have a duty to protect and promote the welfare of children.  Due to the many hours of care we are providing, staff may often by the first people to identify that there may be a problem.  They may well be the first people in whom children confide information that may suggest abuse or the spot changes in a child’s behaviour which may indicate abuse.  Our prime responsibility is the welfare and well-being of each child in our care.  As such we believe we have a duty to the children, parents and staff to act quickly and responsibly in any instance that may come to our attention.  This includes sharing information with any relevant agencies such as local authority services for children’s social care, health professional or the police.  All staff will work with other agencies including as part of a multi-agency team, where needed, in the best interests of the child.

    The Nursery aims to:

    • Keep the child at the centre of all we do
    • Ensure staff are trained to understand the safeguarding policy and procedures, are alert to identify possible signs of abuse, understand what is meant by child protection and are aware of the different ways in which children can be harmed, including by other children through bullying or discriminatory behaviour
    • Ensure staff understand how to identify early indicators of potential radicalisation and terrorism threats and act on them appropriately in line with national and local procedures
    • Ensure that all staff feel confident and supported to act in the best interest of the child, share information and seek the help that the child may need
    • Ensure that all staff are familiar and updated regularly with child protection training and procedures and kept informed of changes to local/national procedures
    • Make any referrals relating to extremism to the police (or the Government helpline) in a timely way, sharing relevant information as appropriate
    • Ensure that information is shared only with those people who need to know in order to protect the child and act in their best interest
    • Ensure that children are never placed at risk while in the charge of the nursery staff
    • Take any appropriate action relating to allegations of serious harm or abuse against any person working with children, or living or working on the nursery premises including reporting such allegations to CIW and other relevant authorities
    • Ensure parents are fully aware of child protection policies and procedures when they register with the nursery and are kept informed of all updates when they occur
    • Regularly review and update this policy with staff and parents where appropriate and make sure it complies with any legal requirements and any guidance or procedures issued by the Safeguarding Children Board.
    • Staff are aware who the designated person is within the nursery to report to: Debra Davidson. In the absence of the designated person, they are aware that they can tell the nursery manager.

    We will support children by offering reassurance, comfort and sensitive interactions.  We will devise activities according to individual circumstances to enable children to develop confidence and self-esteem within their peer group.  Contact telephone numbers:

                Carmarthenshire Local Safeguarding Board:  01267 246544


                ACPC:  01276 228943

                Police: 101

    CIW: 0300 7900126

    Government helpline for extremism concerns: 020 7340 726

    Reviewed January 2024


    Children may be abused within a family, institution, or community setting by those known to them or a stranger.  This could be an adult or adults, another child or children. 

    The signs and indicators listed below may not necessarily indicate that a child has been abused, but will help us to recognise that something may be wrong, especially if a child shows a number of these symptoms or any of them to a marked degree.

    Indicators of child abuse:

    • Failure to thrive and met developmental milestones
    • Fearful or withdrawn tendencies
    • Aggressive behaviour
    • Unexplained injuries to a child or conflicting reports from parents or staff
    • Repeated injuries
    • Unaddressed illnesses or injuries
    • Significant changes to behaviour patterns.

    Recording suspicions of abuse and disclosures

    Staff should make an objective record of any observation or disclosure, supported by the Designated Safeguarding Coordinator (DSCO).   This record should include:

    • Child’s name
    • Child’s address
    • Date and time of the observation or the disclosure
    • Exact words spoken by the child
    • Exact position and type of any injuries or marks seen
    • Exact observation of any incident including any other witnesses
    • Name of the person to whom any concern was reported, with date and time; and the names of any other person present at the time
    • Any discussion held with the parent(s) (where deemed appropriate).

    These records should be signed by the person reporting this and the manager, dated and kept in a separate confidential file.  If a child starts to talk to an adult about potential abuse it is important not to promise the child complete confidentiality.  This promise cannot be kept.  It is vital that the child is allowed to talk openly and disclosure is not forced or words put into the child’s mouth.  As soon as possible after the disclosure details must be logged accurately.  It may be thought necessary that through discussion with all concerned the matter needs to be raised with the LSCB and CIW.  Staff involved may be asked to supply details of any information/concerns they have with regard to a child.  The nursery expects all members of staff to cooperate with the LSCB and CIW in any way necessary to ensure the safety of the children.  Staff must not make any comments either publicly or in private about a parent’s or staff’s supposed or actual behaviour.

    Our policy is to provide a secure and safe environment for all children.  We only allow an adult who is employed by the nursery to care for children and who has an enhanced clearance from the Disclosure and Barring Service (DBS) to be left alone with children.  We do not allow volunteers to be alone with children or any other adult who may be present in the nursery regardless of whether or not they have a DBS clearance.  All staff will attend child protection training and receive initial basic child protection training during their induction period.  This will include the procedures for spotting signs and behaviours of abuse and abusers/potential abusers, recording and reporting concerns and creating a safe and secure environment for the children in the nursery.  During induction staff will be given contact details for the LADO (local authority designated officer), the local authority children’s services team, the Local Safeguarding Children Board (LSBC) and CIW to enable them to report any safeguarding concerns, independently, if they feel it necessary to do so.  We have a named person within the nursery that takes lead responsibility for safeguarding and coordinates child protection and welfare issues, known as the Designated Safeguarding Coordinator (DSCO).  The nursery DSCO liaises with the Local Safeguarding Children Board (LSCB) and the local authority children’s social care team undertakes specific training, including a child protection training course and receives regular updates to developments within this field.  We provide adequate and appropriate staffing resources to meet the needs of all children:

    • Applicants for posts within the nursery are clearly informed that the positions are exempt from the Rehabilitation of Offenders Act 1974. Candidates are informed of the need to carry out checks before posts can be confirmed.  Where applications are rejected because of information that has been disclosed, applicants have the right to know and to challenge incorrect information
    • We give staff members/volunteers and students regular opportunites to declare changes that may affect their suitability to care for the children. This includes information about their health, medication or about changes in their home life such as whether anyone they live with in a household has committed an offence or been involved in an incident that means they are disqualified from working with children
    • This information is also stated within every staff member’s contract
    • We request DBS checks on a three yearly basis/or we use the DBS update service to recheck staff’s criminal history and suitability to work with children
    • We abide by the requirements of the National Minimum Standards and any CIW guidance in respect of obtaining references and suitability checks for staff, students and volunteers, to ensure that all staff, students and volunteers working in the setting are suitable to do so
    • We ensure we receive at least two written references BEFORE a new member of staff commences employment with us
    • All students will have enhanced DBS checks conducted in them before their placement starts
    • Volunteers, including students, do not work unsupervised
    • We abide by the requirements of the Safeguarding Vulnerable Groups Act 2006 and the Childcare Act 2006 in respect of any person who is disqualified from providing childcare, is dismissed from our employment, or resigns in circumstances that would otherwise have lead to dismissal for reasons of child protection concern
    • We have procedures for recoding the details of visitors to the nursery and take security steps to ensure that we have control over who comes into the nursery, so that no unauthorised person has unsupervised access to the children
    • All visitors/contractors will be supervised whilst on the premises, especially when in the areas the children use
    • All staff have access to and comply with the whistleblowing policy which will enable them to share any concerns that may arise about their colleagues in an appropriate manner
    • All staff attend regular supervision meetings where opportunities are made available to discuss any issues relating to individual children, child protection training and any need for further support
    • The deployment of staff within the nursery allows for constant supervision and support.

    Where children need to spend time away from the rest of the group, the door will be left ajar or other safeguards will be put into action to ensure the safety of the child and the adult.


    Parent are normally the first point of contact.  If a suspicion of abuse is recorded, parents are informed at the same time as the report is made, except where the guidance of the LSCB/police does not allow this.  This will usually be the case where the parent or family member is the likely abuser or where a child may be endangered by this disclosure.  In these cases the investigating officers will inform parents. 


    All suspicions, enquiries and external investigations are kept confidential and shared only with those who need to know.  Any information is shared in line with guidance from the LSCB.

    Support to families

    The nursery takes every step in its power to build up trusting and supportive relationships among families, staff, students and volunteers within the nursery.  The nursery continues to welcome the child and the family whilst enquiries are being made in relation to abuse in the home situation.  Parents and families will be treated with respect in a non-judgemental manner whilst any external investigations are carried out in the best interests of the child.  Confidential records kept on a child are shared with the child’s parents or those who have parental responsibility for the child, only if safety of the child is paramount.  We will do all in our power to support and work with the child’s family.  Employees, students or volunteers of the nursery or any other person who lives or works on the nursery premises, regardless of whether the allegation relates to the nursery premises or elsewhere, we will follow the procedure below.

    The allegation should be reported to the senior manager on duty.  If this person is the subject of the allegation then this should be reported to the Local Authority Designated Officer (LADO), CIW and the LSCB will then be informed immediately in order for this to be investigated by the appropriate bodies promptly:

    • The LADO will be informed immediately for advice and guidance
    • A full investigation will be carried out by the appropriate professionals (LADO, CIW, LSCB) to determine how this will be handled
    • The nursery will follow all instructions from the CIW and LSCB and ask all staff members to do the same and cooperate where required
    • Support will be provided to all those involved in an allegation throughout the external investigation in line with LADO support and advice
    • The nursery reserves the right to suspend any member of staff during an investigation
    • All enquiries/external investigations/interviews will be documented and kept in a locked file for access by the relevant authorities
    • Unfounded allegations will result in all rights being re-instated
    • Founded allegations will be passed on to the relevant organisations including the local authority children’s social care team and where an offence is believed to have been committed, the police, and will result in the termination of employment. CIW will be notified immediately of this decision.  The nursery will also notify the Disclosure and Barring Service (DBS) to ensure their  records are updated
    • All records will be kept until the person reaches normal retirement age or for 10 years if that is longer. This will ensure accurate information is available for references and future DBS checks and avoids any unnecessary re-investigation
    • The nursery retains the right to dismiss any member of staff in connection with founded allegations following an inquiry
    • Counselling will be available for any member of the nursery who is affected by an allegation, their colleagues in the nursery and the parents.

    EXTREMISM – The Prevent Duty Under the Counter-Terrorism and Security Act 2015

    We have a duty to refer any concerns of extremism to the police.

    Reviewed January 2024

    Safety Policy

    The safety of young children is of paramount importance. In order to ensure the safety of both children and adults the nursery will ensure that:

    • All children will be supervised by adults at all times. A daily diary will be sent via email to all parents at the end of each session, including the reporting of any accidents/incidents.
    • A whatsapp message or phone call will also be made to inform parents / guardians.
    • Regular safety monitoring will include checking of the accident and incident book.
    • All adults will be aware of the system(s) in operation for the arrival and departure of children, an adult will be at the door during these periods.
    • Children will only leave the nursery with authorised adults – unless a password is provided and nursery staff have been made aware.
    • A safety check on premises, both indoor and outdoor will be made every day.
    • If the main entrance has to be locked, a key will be close by at adult level.
    • Safety glass will be used on low level windows.
    • Outdoor space will be securely fenced.
    • Adults will be aware of the effect of any plants or planting, particularly in an outdoor area, on the children.
    • Equipment/toys will conform to all relevant safety regulations and will be sound and well made.
    • Equipment will be checked regularly and any dangerous items repaired/discarded.
    • Rules of behaviour will be set for children, staff and helpers in relation to the use of equipment.

    Reviewed January 2024

    Sickness and Absence Policy – Parents / Children (Inc Bank Holidays)

    If your child is unable to attend nursery, please let a member of staff know at your earliest convenience. Unfortunately, We have to charge for all sick days as per contract. This is to cover staffing in place, overheads and your child’s place. This also applies to National Bank Holidays. Your child’s place must be paid for as staffing and overheads remain as normal although the nursery is closed.

    Sickness and Absence Policy – Staff

    As part of its duty of care to staff, Toptotz has put in place procedures to manage sickness absence. Staff are expected to maintain a satisfactory record of attendance. However, Toptotz aims to balance the sensitive nature of individual sickness and ill health against its needs to achieve its objectives. As a caring employer, Toptotz aims to assist employees to retain or regain good health.

    It is essential that the following procedures be carried out with tact and sensitivity and a realisation that the management of attendance is the joint responsibility of the Manager and the individual member of staff.

    Should a member of staff fail to comply with notification or certification procedures or otherwise abuse the procedures, the disciplinary procedure may be used.

    The policy and procedure applies to all Toptotz employees.

    Principles – This policy and associated procedure incorporate the following principles.

    Goodfaith – The policy and procedures will be applied to all members of staff in a consistent manner and without discrimination.

    Fairness – Any action taken will be reasonable and necessary.  Members of staff involved are entitled to be heard with courtesy and respect.

    Confidentiality – Information relating to sickness absence will only be shared with individuals who have a need to know.

    Representation – If issues of attendance arise within these procedures and a formal approach is required to deal with them, a member of staff will be entitled to be accompanied by a representative or by a work colleague.   

    1. Procedure

    Members of staff who are away from work due to sickness or injury must conform to the following procedure.

    1.1 Reporting sickness absence

    The member of staff must telephone their Manager by 0800 hours on the first day of absence. If the reason for absence is sensitive and the member of staff prefers, they may contact the owner directly. If it is impossible for the individual to make contact personally, someone may do this on their behalf, for example, a family member. The reason for absence must be given, along with how long the individual expects to be away from work. If the employee’s Manager is not available, this information should be conveyed to the Deputy Manager. The same procedure should be used if an individual is unexpectedly absent from work for any other reason including an accident. If the employee is unsure how long they will be absent, they should keep their Manager updated. If there is no contact from an employee by 0800 hours, the Manager or a colleague should inform the Director who will try and contact the employee or their emergency contact.

    The Manager or other member of staff taking the message must inform the Director immediately so that any necessary follow-up action can be taken, for example, amendment to pay.

    1.2 Duration of sickness absence and medical certification

    Staff must complete a return to work form on their return to work for every period of sickness absence of half a day or more. This form should be given to the Manager.

    If a member of staff is sick for more than seven calendar days, they must also provide Toptotz with medical certificates to cover the period of their incapacity for work.

    1.3 Recording sickness absence

    All sickness absences must be recorded by the Manager. Dates recorded must be for actual periods of sickness, including non-working days, for statutory sick pay purposes. Absence monitoring reports will be provided to Directors. Reasons for absence will not normally be included, but may be reported on a collective basis.

    1.4 Return to work discussion

    On the employee’s return to work, the Manager should discuss the reasons for absence with the employee, regardless of its length. This is intended to give the individual an opportunity to discuss any problems which may be a factor in the absence and for the Manager to discuss any action points and brief the member of staff on what has happened while they have been away. The details of the return to work discussion will be recorded by the Manager on the form available. The form should be forwarded to the Director on completion along with the self-certification form.

    1. Concerns

    2.1 Concerns that the employee may have work-related health problems or that existing health problems are being aggravated by the duties of the post or work environment.

    Concerns about periods or patterns of absence.

    • To identify how Toptotz can help an employee manage a health problem or disability, for example, advice on working patterns, provision of assistance at work.
    • When an employee notifies Toptotz they are pregnant.
    • Long term or continuing sickness absence for advice on any restrictions or job modifications required either in the short or long term, or where there is no clear indication of a likely date for return to work
    • Persistent or recurrent short-term absence
    • Where health may be an underlying factor or contributory factor in performance or disciplinary issues
    • When an employee has a drug or alcohol problem.

    2.2 Where appropriate, following a prolonged period of sick leave or period of hospitalisation, employees should seek medical advice on rehabilitation to facilitate the employee back to work. The Director/Manager will normally meet with the employee, assess their health and advice on their likely date of returns to work and offer guidance on suitable changes to duties or environment.

    2.3 Where appropriate, once advice has been received, the individual will be invited to a meeting with the Director and the Manager to discuss the advice received. 

    1. Sick pay

    Entitlement to statutory sick pay.

    3.1 Statutory sick pay

    Statutory sick pay will be paid, where applicable, in line with government guidelines.

    1. Frequent short-term sickness absences

    If a member of staff has more than four separate sickness absences or 10 days’ total sickness absence over a 12 month period, the Director and Manager will arrange for the individual to meet where appropriate.

    The aim of this is to:

    • Identify any underlying reasons for the sickness absences
    • Discuss the frequency and reasons for the absences and ensure that the member of staff is aware that the absence record is giving cause for concern
    • Advise the member of staff to seek medical attention if appropriate.
    • The Director will provide a written report and will then meet with the individual and the Manager, if necessary, to:
    • If appropriate, inform the member of staff that the absences are unacceptable and draw the member of staff’s attention to the Toptotz Absence policy
    • Give consideration to any personal problems and possible ways of helping the member of staff resolve them
    • Agree a reasonable period of time, normally three to six months, over which the member of staff’s attendance can be assessed
    • Indicate what the next step will be if the member of staff fails to reach the standard required. The standards or targets will be specified.

    If there is no underlying medical condition and the reasons for absence appear not to be genuine, the matter may be dealt with through the disciplinary procedure. If the absences are genuine, but the frequency remains unacceptable, the matter may be dealt with formally, and a formal meeting held as specified in paragraph 7.

    1. Accident or injury

    Any accident, however slight, which occurs in the course of work, whether or not on Toptotz premises or while travelling on Toptotz business, must be reported without delay to the Director and Manager so that, if legally required, a report may be recorded.

    1. Long-term absence due to ill health or disability
    • Where an employee has been absent for over three consecutive weeks, the Director will make contact to see how the individual is and when they are likely to be back at work. If there is no clear indication of a return to work, medical advice should be sought indicating the expected return date and any rehabilitation suggestions.
    • It is expected that the Manager will contact the employee regularly, normally weekly, while off long-term sick. In some circumstances, for example if the reason for absence is sensitive, it may be appropriate for the Director to maintain contact.
    • In cases where an employee is not able to return to work to full duties after long term sickness absence, but a full return is expected within 6-8 weeks, the Manager and Director should consider arranging a phased return in consultation with the employee.

    Principles of a phased return

    • Phased returns should normally last for up to eight weeks, but may be extended by four weeks in exceptional cases.
    • The phased return programme must be agreed by the employee, Director and Manager.
    • The programme must be recorded by the Manager.
    • The programme will be reviewed regularly by the Manager and adjustments made if necessary.
    • When the phased return ends, the employee will be expected to return to work in their normal employment capacity. Where this is not possible, the Manager and Director will jointly investigate alternatives, including early retirement on the grounds of ill health, dismissal on the grounds of medical incapability, and a temporary or permanent reduction in hours.
    • Where there is no clear indication of a return to work following two months of  absence, the following will be taken into account when deciding on the next steps:
    • The nature of the incapacity
    • The prognosis for future health
    • The requirements of the business
    • The employee’s views on continuing employment
    • The employee’s length of service and past sickness record
    • Whether the employee could be offered alternative work or other duties more suitable to their state of health
    • Whether the condition may be classed as a disability
    • Whether any reasonable adjustments under the Disability Discrimination Act should be considered.

    Toptotz will make every effort to deal with the case informally.

    1. Formal meeting

    Where it is unlikely that an employee will be able to return to work within a time period that is reasonable in all the circumstances, and it is not possible to make an accommodation to their current role, ill health, early retirement or termination of the individual’s employment may need to be considered. No decision to pursue any of these options would be taken without reviewing the medical evidence available, writing to the employee to advice of these potential courses of action and consulting personally with the employee where possible.

    For employees who are ineligible for pension, the only option in the will be termination of employment on grounds of capability/incapacity.

    Where the facts of a case appear to call for formal review, a meeting will be called as soon as possible. The meeting should comprise a panel of at least two people, normally a Director and Manager, detailing the medical evidence and a statement from the Manager indicating the impact of the absence. The employee will be informed of the options that may be considered at the meeting. This will be sent to the employee at least five working days before the meeting.

    The employee shall be informed by letter giving at least five working days’ notice that a meeting is to be held. The employee may request an alternative date to allow up to an additional five working days to prepare themselves. The employee has the right to be accompanied by a work colleague or representative. The letter shall include a copy of the sickness absence procedure.

    The purpose of the meeting is to consult with the employee and to determine options for the future.

    A letter confirming the outcome will be handed to the employee whenever possible or posted directly by recorded delivery to the employee within three working days of the hearing and to the employee’s representative, where applicable.

    1. Right of appeal against termination

    8.1 An employee has the right of appeal against termination.

    8.2 Should an employee wish to appeal they must do so, in writing, to the Director, within five working days of being informed in writing of the termination.

    8.3 A request for an appeal must specify the grounds of the appeal.

    8.4 The decision of the appeal is final.

    Reviewed January 2024

    Smoking Policy

    Children’s health and wellbeing is of the utmost importance for the children in our care. Smoking has proved to be a health risk and therefore in accordance with childcare legislation, the nursery operates a strict “No Smoking Policy” within its buildings and grounds. It is illegal to smoke in enclosed places. Parents are respectfully required to abstain from smoking whilst on the premises.

    This rule also applies to staff, students, carers and visitors etc. Staff accompanying children outside the nursery are not permitted to smoke e.g. whilst on an outing. Staff must not smoke whilst wearing nursery uniform as it is essential that staff are positive role models to children and promote a healthy lifestyle. Staff must not smoke near the location of the nursery, if they need to smoke it must be away from the nursery building and out of view from service users.

    Reviewed January 2024

    Social Media Policy

    It is important when using social networking sites such as Facebook or Instagram that staff maintain confidentiality and ensure proper practice at all times. This is to protect the children, parents & families of the setting along with the staff. It is also to guard the nursery reputation and the staff’s own personal reputation.

    Staff must act in the best interests of the children & the setting. Staff guidelines when using social media sites include but are not limited to

    • Staff must not mention any of the children from the nursery on their online profiles
    • Staff must not write direct or indirect suggestive comments about work on their online profiles
    • Staff must not publish photos of the children on their online profiles
    • Staff must not publish photos of other staff while in the nursery on their online profiles
    • Staff must not write anything about other staff members on their online profiles
    • Staff must not use mobile phones to take photos in the nursery or to access social networking sites during their working hours
    • Staff must not mention any of the companies that Toptotz Day Nursery works with on their online profile
    • In order to maintain professional boundaries staff should not accept personal invitations to be friends from parents of the nursery unless they know them in a personal capacity. Instead parents should be signposted to ‘like’ the official Facebook page.
    • Be cautious & mindful when accepting friend requests from colleagues.
    • Staff members are advised to set their online profiles to private so that only friends are able to see their information.
    • Staff are responsible for adhering to the terms of service of each site they use
    • Personal profiles should not contain any images or videos which may be perceived as inappropriate behavior for a childcare professional
    • The nursery logo must not be used in social media apart from the official Facebook page.
    • Staff must not put the settings contact details on social media. Parents should be signposted to the nursery web page.
    • Staff will not have the nursery name anywhere in their personal profile.
    • Any breaches of the Facebook & social networking policy could result in disciplinary action. 

    Reviewed January 2024

    Staffing and Employment

    In accordance with the Children’s Act 1989 we adhere to the adult child ratio to enable us to provide good, safe childcare.

    Maintaining Ratios

    Under 2s 1 member of staff to every 3 children

    2 to 3 year olds – 1 member of staff to every 4 children

    3+ – 1 member of staff to every 8 children

    We maintain the ratio by keeping within the capacity of the Nursery which is 29 children.  We ensure at all time that there are enough staff members to cover the amount of children booked on a daily basis.  The Manager is supernumery therefore if a member of staff is off sick they are able to cover.

    We no longer operate as a key worker system as we are such a small team. All staff members have the responsibility to ensure all records, observations and daily diaries are complete and up to date. Regular staff meetings are held to discuss children’s progress and concerns.  Staff appraisals are carried out every year and monitored on a regular basis.  All staffing is organised in accordance with CIW guidelines.

    We invite students into the Nursery to gain valuable experience and knowledge.  All students are made fully aware of our Confidentiality Policy.  Our intention is never to “overcrowd” Toptotz Day Nursery with students.


    At Toptotz we aim to ensure that all individuals are recruited, selected, trained and promoted according to occupational skills.

    In this respect the Nursery will ensure that a job applicant or employee will receive no favourable treatment on the ground of age, gender, race, religion, colour, culture, etc.

    Contingency Plan

    A list of relief workers can be called up when required.


    If a member of staff is made aware of an allegation they must inform a person authorised to undertake the investigation.

    • Manager/Proprietor will investigate any allegation/s made. The Nursery will contact Social Services to inform them of the allegation and gain advice and assistance.
    • Manager/Proprietor will confront the alleged staff member and inform them that an allegation has been made against them. They will discuss the situation and gain as much information as possible.
    • The alleged staff member is required to make a written statement about the situation, signed and dated.
    • Any other members of staff who witnessed the allegation/s must provide a written statement. These records will be passed on the necessary agencies carrying out the investigation.
    • Every effort will be made to remove the member of staff to protect staff or the child/ren. They may be suspended until the investigation is completed.
    • Any investigations will be conducted in a confidential manner with the people concerned.
    • We will take advice from the Local Safeguarding Children Board in relation to the member of staff concerned and their employment.
    • We will inform CIW of any such allegation.


    If at any time a child shows physical abuse or harm towards a member of staff the child will be given time to consider their actions.  When the child calms down we will encourage the child to apologise to the member of staff.  The incident will be recorded and signed by the concerned member of staff and a second member of staff.  Parents will be informed about the child’s inappropriate behaviour and explain that this type of behaviour is unacceptable at the Nursery.  If the behaviour continues confidential records will be kept.  A meeting would be held to decide appropriate action.

    Reviewed January 2024

    Student Policy

    At Toptotz we support students studying for a recognised child care qualification and will provide the opportunity for them to gain practical experience. Whilst on placement, students are allocated a mentor who is responsible for their induction and ensuring they are aware of and understand our policies and procedures.

    *Toptotz can only accommodate 2 students at any one time.*

    • Students are supervised at all times by a fully qualified member of staff.
    • Students on short term placements are not included in ratios.
    • Trainee staff employed by the nursery may be included in ratios if they are deemed competent.
    • As part of their course, students may carry out observations on children with written permission from parents/guardians, but will be fully informed about our confidentiality policy.
    • It is the responsibility of the student to be prompt and suitably dressed (no jewellery) and inform the Manager or a member of staff by 9am if they are going to be absent.

    Reviewed January 2024

    Sun Protection Policy

    Nursery is committed to ensuring that all children are fully protected from sun the dangers of too much sun. At Toptotz we use the following procedures to keep children safe and healthy in the sun. Children must have a clearly named sun hat which will be worn at all times whilst outside in sunny weather.

    • It is advisable that children are dressed appropriately during the summer months. i.e. cool, cotton clothing.
    • Children must have a clearly named sun hat which will be worn at all times whilst outside in sunny weather.
    • Children must have their own sun cream named and dated. This enables children to have sun cream suitable for their own individual needs.
    • Children will always have sun cream applied before going outside in the sun and at frequent intervals during the day.
    • We shall encourage children to play in the shade whenever possible.
    • Water will be available at all times

    Reviewed January 2024

      Visitors Policy

      At Toptotz Nursery we welcome visitors to come to our nursery in a variety of ways. Some will be prospective parents wishing to view the nursery and others may be outside agencies. Security to the children and staff is our utmost concern, therefore it is necessary for them to sign in our “Visitors Book” where they state the purpose of their visit and times in/out.

      All visitors will be escorted around the premises and will not at any time be left unsupervised with the children in the setting.


      When a visitor comes to the setting the following procedure must take place:

      • Welcome the visitor and ask the purpose of the visit, if not known, or if they have not booked an appointment.
      • Where appropriate check the visitors’ identification.
      • Ask the visitor to sign the “Visitors Book”.
      • At the end of the visit get the visitor to sign the “Visitors Book” and show them the exit.

      Reviewed January 2024

      Whistle Blowing Policy

      Whilst it is expected that there should be a professional approach at all times and that everyone should hold the welfare and safety of every child as their paramount objective, there may be occasions where this may not be happening. It is vital that all team members talk through any concerns they may have with their line manager at the earliest opportunity to enable any problems to be ironed out as soon as they arise.

      Disclosure of information

      Where a member of staff becomes aware of information that they reasonably believe tends to show one or more of the following, they MUST use the nursery’s disclosure procedure set out below: 

      • That a criminal offence has been committed or is being committed or is likely to be committed 
      • That a person has failed, is failing or is likely to fail to comply with any legal obligation to which they are subject (e.g. National Care Standards) 
      • That a miscarriage of justice that has occurred, is occurring, or is likely to occur
      • That the health or safety of any individual has been, is being, or is likely to be, endangered
      •   That the environment, has been, is being, or is likely to be, damaged
      •  That information tending to show any of the above, is being, or is likely to be, deliberately concealed.

       Disclosure procedure

      Where it is believed that one or more of the above circumstances listed above has occurred staff should promptly disclose this with their line manager so that any appropriate action can be taken. If it is inappropriate to make such a disclosure to the line manager (i.e. because it relates to line manager) the member of staff should speak to a member of the management team or nursery owner.  Staff will suffer no detriment of any sort for making such a disclosure in accordance with this procedure. For further guidance in the use of the disclosure procedure, staff should speak in confidence to the Nursery Manager/ Nursery Owners.  Any disclosure or concerns raised will be treated seriously and will be dealt with in a consistent and confidential manner and will be followed through in a detailed and thorough manner.  Any staff member who is involved in victimising staff that make a disclosure, takes any action to deter staff from disclosing information or makes malicious allegations or disclosures in bad faith will be subject to potential disciplinary action which may result in dismissal. Failure to report serious matters can also be investigated and potentially lead to disciplinary action which may result in dismissal.  Any line manager who inappropriately deals with a whistle-blowing issue (e.g. failing to react appropriately by not taking action in a timely manner or disclosing confidential information) may be deemed to have engaged in gross misconduct which could lead to dismissal.

      Reviewed January 2024